Claims Fulfillment Process Overview

This is the procedure needed to print labels for In-House claims and send files Sheridan Publications for fulfillment.

In-House claims are the following titles:

American Libraries

Newsletter on Intellectual Freedom

College and Research Libraries News

College and Research Libraries Journal

ALTA Trustee Voice

Interface

ALSConnect

Smart Libraries Newsletter

Library Technology Reports

All roundtable newsletters

Sheridan claims are the following titles:

Children and Libraries

Documents to the People

Information Technology and Libraries

Knowledge Quest

Library Admin and Mgmt

Library Resources and Technical Services

Public Libraries

Reference and User Services Quarterly

Young Adult Library Services

The process consists of running 5 reports in sequence.

1. We begin by running a report that lists all claims that are entered incorrectly. They could be missing the volume, issue or the claim type. Always set your report destination to screen before beginning.

Report 1-Claims to be processed

-Go to CUSTOMERS>Click Generate Reports>Claims>Claims to be processed

The report will begin with ‘Suspect Claims’. These all need to be corrected before proceeding. When they have been fixed the Suspect Claims portion of the report will be blank.

The Suspect Claims portion of the report must be blank before continuing the claims process.

Delete and reenter the claims correctly before proceeding. You cannot correct the entry by editing, you must re-enter the claim correctly and delete the claim that was incorrect. **

Possible errors:

Claim Type-The wrong claim type is entered. An example would be LTR, LSN, IFN or other journals available by subscription only with MEM as the type, or
Membership only publications such as, ACRL journals, roundtable newsletters, etc with SUB listed as the claim type.

Volume and Issue errors-Some of the errors are obvious, such as entering volume 2 instead of 22 or Issue 37 instead of issue 7.

Use the SubsData to see the current issue. You may need to do a bit of basic detective work to figure out what the claim should have been.

Begin by looking at their current memberships/subscriptions and the current volume numbers to figure out what we may have been attempting to enter.

For example if you see a claim for LRTS V20/4 and the current volume is 50, you reenter the claim with volume 50 and delete the wrong entry. If you can’t figure out what the correct entry should be, delete it. We will receive a subsequent claim from the subscriber.

Check Knowledge Quest and Public Libraries-make sure that all multiple claims are entered as single entries. If you see, KNOW V34/2,3,4 re-enter as V34/2, V34/3, and V34/4.

Check entire report for duplicate entries-Duplicate entries will be highlighted. Delete one of the entries.
Check to make sure that all personal American Libraries claims are MEM only.

Claiming issues before publication-If a claim is entered for V35/1 and 2 but only V35/1 has been published. Delete and re-enter the claim.

These are some of the areas of concern; you may notice others, be aware of and fix anything that doesn’t look correct.

-Make sure the report is clean by running it again, to your screen and paging through to make sure suspect claims is blank, all highlighted duplicates have been removed, etc. Run it to your screen as often as needed to insure that it is clean.

-Print the ‘In house’ claims section of the report-Run the report a final time, and page to the ‘in house’ claims section of the report. Print only these pages of the report to accompany the labels we give to distribution to fulfill the in house claims.

Once all the suspect claims, duplicates and other errors have been corrected and the clean copy of the In-house claims list has been printed you can proceed.